Meeting Planning
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Share approved PO with Mone'
Nikka S.
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Confirm/Send payment as noted in contract
1
Nikka S.
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Email sponsored travel letters
Mone S.
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Identify meeting venue/hotel and dates
Nikka S.
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Request reservation link
Nikka S.
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Request rooming list to date; follow-up as needed
Mone S.
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✔
Request rooming list
Mone S.
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✔
Review BEOs to submit to hotel - See details
1
Mone S.
Nikka S.
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✔
Draft sponsored traveler letter for review
Mone S.
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✔
Submit PO
Nikka S.
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✔
Send final reminder for hotel reservations
Nikka S.
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Send Announcement email / Collect RSVPs and funding requests - Suggested travel request deadline of June 30
Nikka S.
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Draft meeting announcement email with Qualtrics reg/travel link and share with planning committee for review
Nikka S.
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Set up meeting registration and request for sponsored travel link in Qualtrics - Copy of previous versions and update accordingly
Nikka S.
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✔
Finalize hotel contract with signatures from both parties (CSTE and hotel)
Mone S.
Nikka S.
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✔
Program staff (Nikka/Amy), Managers/Directors review contract and send any necessary changes to Mone' to send to hotel
Amy P.
Mone S.
Nikka S.
- ✔ Request draft hotel contract to begin review process